Administrative Assistant Social Work

Employer: Kentucky State University
Location: Frankfort, KY, US

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Employment Type: Full Time
Institution Type: Four-Year Institution

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Job Details
Organization

TITLE: Administrative Assistant

DEPARTMENT: School of Social Work

REPORTS TO: Chair, School of Social Work

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site-Main Campus

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Non-Exempt

JOB SUMMARY:

The Administrative Assistant provides crucial support to the School of Social Work by performing a variety of administrative and clerical tasks. This role is essential for ensuring the efficient operation of the office and facilitating communication and coordination within the department and with external stakeholders. The Administrative Assistant will manage daily office activities, handle correspondence, schedule appointments, and assist with project management. This position demands excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS:

Office Management:

Coordinate and manage office activities and operations to ensure efficiency and compliance with organizational policies.

Maintain office supplies and equipment, ensuring that inventory levels are adequate and equipment is operational.

Administrative Support:

Provide administrative support to department staff, including preparing documents, managing calendars, and handling correspondence.

Organize and maintain files and records, ensuring they are up-to-date and easily accessible.

Assist with data entry, report preparation, and the creation of presentations and other documentation.

Communication:

Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information as needed.

Schedule and coordinate meetings, appointments, and travel arrangements for department staff.

Assist in the preparation and dissemination of communications, such as memos, emails, and newsletters.

Project Coordination:

Support department projects by managing timelines, coordinating resources, and tracking progress.

Assist with the planning and execution of events, workshops, and other departmental activities.

Financial Administration:

Assist in monitoring and managing department budgets and expenditures.

Process invoices, expense reports, and other financial documents accurately and in a timely manner.

Customer Service:

Greet and assist visitors, providing a welcoming and professional impression of the department.

Handle inquiries and complaints with professionalism, escalating issues to the appropriate person as necessary.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Organizational Skills: Exceptional ability to manage multiple tasks and prioritize workload effectively.

Communication Skills: Strong verbal and written communication skills, with the ability to convey information clearly and professionally.

Technical Proficiency: Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.

Attention to Detail: High level of accuracy and attention to detail in managing documents and information.

Problem-Solving: Ability to anticipate needs and solve problems proactively.

Interpersonal Skills: Strong interpersonal skills, with the ability to work well with a diverse team and interact positively with all levels of staff and external contacts.

Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.

SUPERVISORY RESPONSIBILITY:

This position does not have supervisory responsibilities but may guide or coordinate the work of temporary staff, interns, or junior administrative personnel.

OTHER DUTIES:

Other related duties as assigned.

QUALIFICATIONS:

Education: High school diploma or equivalent required.

Experience: Minimum of 2 years of experience in an administrative or office support role.

Skills: Proficiency in office software and equipment, strong organizational and communication skills.

Preferred Qualifications

Education: Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.

Experience: Prior experience in a similar role within higher education.

Skills: Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello)

Licensing and Certifications: NA

WORKING CONDITIONS:

Environment: The work is primarily performed in an office setting with a standard work schedule. Occasional overtime may be required to meet deadlines or assist with events.

Physical Effort: The role involves sitting for extended periods, using office equipment, and occasionally lifting supplies and materials up to 25 pounds. Some walking, standing, and bending may be required.

Travel: Minimal travel may be required, primarily for attending meetings or events within the local area.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

Our Mission

Kentucky State University is the state's unique, small, liberal studies institution with the lowest student-faculty ratio in the state system. The University shall serve as a residential institution with a range of traditional collegiate programs appropriate to its unique role.

Geographic Region
Kentucky State University's geographic region shall be state-wide for its liberal studies mission, its land grant functions, and its service to state government. In addition, Kentucky State University's primary service area for commuting students shall be for Franklin and contiguous counties.

Institutional Admission Standards
Kentucky State University shall admit students to the institution under selective admission standards to which exceed the minimum guidelines established by the Council on Higher Education, with only limited exceptions. Institutional policy for admitting under-prepared students, including the removal of academic deficiencies within a specified time frame. Through this approach, the University seeks to provide broad access and high-quality programs.

Degree Levels
Selected associate and baccalaureate degree programs shall be oriented toward liberal studies and selected career opportunities related to state government services. Kentucky State University shall offer selected master's degree programs based on demonstrated need, with priority given to a public administration curriculum to meet the needs of state government.

Strategic Directions/Program Priorities
The University shall focus on liberal studies programming. Drawing upon its African-American heritage, the University will promote the values and methods of interdisciplinary and multicultural education in its liberal studies offerings. All students shall participate in common curricula that explore the liberal studies. Drawing upon the multicultural strengths of the University, emphasis shall be placed on preparing minority students for careers in education and in other selected professions including business, computer science, nursing, human services, and public services. These strategic priorities translate into a core of liberal arts baccalaureate degree programs, in addition to degree programs at the associate [A], baccalaureate [B], and master's [M] levels that may include the following: education [B]; business [B]; computer science [A,B]; nursing [A]; home economics [B]; human services [B]; and public administration [B,M].

Enhancement of Instruction
The University shall emphasize teaching. Meeting student needs shall be paramount. The University shall focus on the needs of its students, which include, but are not limited to, full-time and part-time residential students, commuting students from its primary service area, and state governmental employees.

Service and Research Functions
Kentucky State University, as the 1890 land grant institution in the system, shall carry out its responsibilities under federal law and participate fully in appropriate U.S. Department of Agriculture programs, in accord with the mission of the University.

Kentucky State University shall be the major repository for the collection of books, records, and artifacts relative to the history and status of African-American citizens of the Commonwealth and elsewhere. The University shall make such materials available for casual and scholarly study.

Kentucky State University shall focus on meeting the applied research and service needs of state government.

Collaborative Ventures
The priority master's degree program offered by Kentucky State University shall be carefully articulated with related doctoral programs offered by the doctoral-granting institutions in the system. The University shall develop and employ telecommunication resources to communicate with other institutions in the fulfillment of its mission. Curriculum development shall emphasize the transfer of credits form other institutions toward degree completion.

Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

Efficiency and Effectiveness
Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

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